Library Faculty Meeting

Paula Kaufman, presiding, called the meeting to order at 3:00pm and began the meeting after it
was determined that there was a quorum present.

1.Announcements from Secretary of the Faculty (Janice Pilch)

Janice Pilch reminded everyone of practices for planning and conducting faculty meetings that
have been in place in recent years, and that should be continued this year.

1.When requesting that an item be placed on the agenda for an upcoming meeting, please also
indicate immediately how much time you will need for the report or agenda item, in
minutes.

2.At meetings, anyone wishing to speak should rise and state his/her name before speaking. This
is a courtesy for the other members of the faculty and it is necessary for accurate recording of
the minutes.

3.All committee representatives and faculty members presenting formal reports are responsible
for sending the faculty secretary a copy of the reports that they present at faculty
meetings. This should be done within 48 hours of the meeting. An electronic copy is
preferred, but a paper copy is also acceptable.

Shyamala Balgopal and Carol Penka were acknowledged for
their years of service and wished a happy, healthy retirement.

4. University Librarian's Report (Paula Kaufman)

Paula Kaufman reported that the budget group has been
meeting to establish a core list of priorities for the limited funds this year and next year, and
that the committee will share the list with the faculty in the near future. While we will
probably also face a tight budget next year, the Provost and Chancellor are committed to faculty
salary increases next year.

Each campus in the system has been asked to produce a
5-year planning document. Paula's role is to shape the Library's priorities in a holistic
way.

The stress level, due to the implementation of Voyager and
other Library activities, is affecting morale. Paula wants everyone to remember to treat each
other and those we serve in the way we would want to be treated. She would also like to know
if there is anything we can be doing to help alleviate the stress and welcomes any
suggestions.

Bill Mischo suggested that a message be sent out on LibNews
to acknowledge the hard work that staff are doing during these trying times and to thank them for
their efforts.

5. Committee Reports

Executive Committee (Sue
Searing)

Sue Searing reported that the Executive Committee has met six times since the last faculty
meeting in June. On August 26, the new committee took office, but only one seat turned over
-- Beth Sandore left the committee, and Lisa German joined it. Sue Searing was selected to
continue as vice-chair, and Greg Youngen was selected as secretary.

Much of EC activity over the summer occurred in three areas:

Selecting internal and external referees for tenure and promotion cases

Appointing peer review committees for newly hired librarians

Populating the library's standing committees for the 2002-03 academic year

In addition, EC addressed several other matters:

Made several passes at drafting principles for filling vacant faculty positions and combining
these with the existing procedural guidelines for filling new or vacant academic positions. This
work is almost finished.

Considered and approved 4 recommendations for emeritus status for retiring colleagues.

Looked into the need for written guidelines for emeritus recommendations, and after discovering
that campus doesn't require schools or colleges to have written guidelines, decided to continue
evaluating requests for emeritus status on a case-by-case basis.

Discussed whether members of FRC or PTA should be allowed to serve as internal reviewers in
tenure and promotion cases. The conclusion is that we should avoid this if possible, since these
people must then recuse themselves from deliberating and voting on the case, but EC declined to
make a hard-and-fast rule against it.

Rewrote the charge to the Cataloging Policy Committee.

Discussed the space crisis, following up on Bart's forum and a letter from a Library faculty
member.

Discussed the role of tenured faculty as mentors for untenured faculty, prior to the fuller
discussion of this topic at the tenured faculty meeting on Sept. 6.

Invited Barbara Jones to meet with us to discuss several documents from the Rare Books &
Special Collections unit related to its goals and priorities, proposals for reorganizing faculty
responsibilities in the unit, and contingency plans if Nancy Romero's position is not filled. The
outcome of this discussion was approval for a search for Nancy's replacement.

Approved a search for an Archivist for Music and Fine Arts, a newly conceived position that
incorporates the position of the archivist for the Sousa collection.

Outlined a plan for Library nominations for honorary degrees.

Began a discussion of FRC's workload and the committee's concern that it cannot provide quality
feedback to the large number of untenured librarians we now have (37). FRC, PTA, and EC will
continue to seek solutions.

Finally, Paula Kaufman and Sue Searing met in August and reviewed a long list of outstanding
agenda items that had accumulated over the past year. They found that some were no longer
relevant; others were outside the Executive Committee's purview; and several could be dealt with
better by groups or individuals besides the Executive Committee. So they were able to begin
the 2002-03 year with a trimmed backlog of agenda items.

Sue encouraged faculty to bring matters to the attention of any member of the Executive
Committee. For the benefit of newer colleagues, she asked the EC members to stand:

The committee meets monthly, usually on the second Monday of the month. Minutes are posted
on the committee web site and submitted to
Library Office Notes. During the past year, the committee has made significant progress in
several directions.

Three members of the committee (Bob Burger, Lori DuBois and Sue Searing) served on the search
committee for the new position of Coordinator of Information Literacy Services and Instruction, and
the entire committee gave advice on the position description. Lisa Janicke Hinchliffe began work in
July. She reports to the Associate University Librarian for Services, Bob Burger.

The User Ed Committee put a new program in place this year by offering workshops for Teaching
Assistants. These workshops -- one in the humanities, one in the social sciences, and two in the
sciences and technology -- were scheduled and publicized with the help of the campus Office of
Instructional Resources. The committee members who designed and delivered the workshops were: Sarah
Reisinger, Chris Quinn, Linda Ackerson, Karen Hogenboom, Lynne Rudasill, and Paul Callister. Lura
Joseph, who is not on the committee, also took part in this effort. TAs who completed the workshops
earned credit toward a Graduate Teaching Certificate that OIR offers. The focus of the workshops
was on core resources for undergraduates, and the objective was to enable TAs to design and
facilitate undergraduate assignments that involve information-seeking. We expect to repeat these
workshops annually.

Members of the User Ed Committee provided ideas and participated actively in the Library-GSLIS
Teaching Alliance, which was co-directed by User Ed chair Sue Searing and Interim GSLIS Dean Linda
Smith. With funding from the Provost's Initiative on Teaching Advancement (PITA), the Teaching
Alliance organized six events during the academic year and was judged a success. Program topics
included: peer evaluation of teaching; teaching in high-tech classrooms; distance education;
understanding diverse learning styles; creating instructional web pages; lecturing effectively; and
exploring the elements of exemplary teaching. A copy of the year-end report is available from Sue
Searing. With renewed funding from PITA for 2002-03, the Teaching Alliance will continue its
programming with a special focus next year on undergraduate teaching and learning. Lisa will
replace Sue as co-director.

In addition to these major new initiatives, the User Education Committee engaged in a number of
more routine activities, such as:

There are a few things the committee did not accomplish that remain important -- most notably, a
complete review and updating of the "Learn to Use the Library" web pages.

With the arrival of a Coordinator for Information Literacy Services & Instruction, the role
of the User Education Committee will no doubt change. The committee looks forward to improved
communication and coordination regarding library user education and increased opportunities for
collaboration in the coming year.

Faculty Review Committee (Pat Allen)

Pat Allen reported that the 2001-2002 year was a busy one for FRC, involving newly hired faculty
and processing of tenure papers. FRC coordinates the activities of the visiting committees, and
held a forum for untenured faculty members on preparing their promotion and tenure documents and
annual reports. FRC reviews annual reports and also promotion and tenure papers, by reading
them and voting on them. They also meet with all candidates being interviewed for new
positions.

FRC provided more evaluative information on the annual reports to untenured faculty this year
than in the past. They would like to improve on this process conducting a survey of what
people want from FRC, to find out what kind of evaluative comments are most helpful. The
survey is on the way, and faculty should receive it soon. They will base future work on the survey.
Pat Allen added that there is a new communication from the Provost to consider.

Pat asked if anyone to inform him if they knew of a good web-based survey tool. Becky Smith
responded.

Maria Porta replied that did not feel that she received the kind of evaluative information from
FRC that she would have liked, as it was numerically based and not evaluative.

Pat Allen replied that some people want more information, and others do not, but that FRC needs
to know this, and the survey will help FRC understand what people want.

Beth Woodard clarified that tenured faculty did not get comments this year, only untenured
tenure-track faculty got comments, and so Maria Porta is correct in observing that she did not get
comments.

Pat Allen added that the comments were based on visiting committee evaluations, and that
the survey will give faculty a chance to tell FRC what they want.

6.Other reports

Voyager Update (Peggy Steele)

Peggy Steele reported that work is under way to resolve the problems that have been affecting
Voyager. ILCSO is developing a web page with a table listing existing problems, description,
status, work being done on them, and when each problem was fixed.

In addition, there is will be information on what to do when problems are discovered, through
work-arounds, and information on which modules are affected. The web page should be available
before the end of the week and Peggy will send an announcement on LIBNEWS when it is ready.
The table will be kept up to date--as problems arise, they will be added.

Peggy highlighted some of the recent problems:

Slowness and down-time. There is a statement from ILCSO about what they are doing to resolve
this. It will be sent out on LIBNEWS tomorrow.

Removal of the second request form for the first available copy in the UIUC catalog. Now there
will only be one form to select.

The Universal Catalog. The limit on the number of pickup locations is being changed to show all
locations at once. ILCSO is working on this and hopes to get it fixed soon.

Other problems are being addressed as well. ISCC team members and Lynn Wiley and Stephanie
Atkins have been working hard to address the issues, find workarounds, and staff working up front
have also been working hard, and lots of thanks are due.

In addition to dealing with problems that need to be
resolved with the Universal Catalog there is work going on with two other areas, with the
Acquisitions and Serial teams, which are gearing up for implementation.

Bill Mischo asked whether ILCSO understands the limits of
response times. Peggy replied that they do, and the ILCSO statement to be sent on LIBNEWS tomorrow
will provide information. Bill added that response time seems worse in Web Voyage than in the
circulation module.

Beth Woodard said that response time on the campus network
is also slow so there is possibly a network problem along with the ILCSO problem--a problem
involving the bandwidth.

Bill Mischo asked if we can we identify where the problem
is.

Maria Porta suggested that we remain optimistic and stop to
remember how terrible it was with DRA in the beginning. This is not as bad as DRA and very soon
this will be working well, just like DRA did.

Lisa German added that there is a lot of frustration and
Peggy has been dealing with all our problems in working with ILCSO. We owe her a round of
thanks.

Paula Kaufman asked Beth Sandore to comment on the campus
bandwidth and the slowdown in the afternoon.

Beth Sandore stated that she meets with Stan Yagi,
Assistant Chief Information Officer of CITES and Susan Lewis, Deputy Chief Information Officer of
AITS, every month. She learned about the slowdown of bandwidths early this summer.
There are two components to this issue. All of the accesses that go from the Library Gateway to
publisher sites, such as for e-journals, could be slow. The bandwidth that goes to Chicago to
provide the online catalog is a different bandwidth and should not be affected by the funding issue
that was explained by CITES. Endeavor has never had a system that served so many different campuses
and they are doing a lot of fine tuning. But the problems with Voyager do not seem to be related to
the campus bandwidth issue. Users don't care where the problem is--with ILCSO or with CITES--our
two information providers, but we are working with them to resolve things.

Bart Clark reported that the Library Budget Group consists of Paula Kaufman, himself, Associate
University Librarians Karen Schmidt, Bob Burger, and Beth Sandore, Sue Searing (Vice-chair,
Executive Committee), Janis Johnston (Chair, Strategic Planning Committee), and Susan Edwards
(Interim Head, Business Office), who met in August to discuss the first round of a new procedure
established this year because of the tight budget. All faculty positions and other budget
requests are reviewed by the Budget Group.

The Group had its second meeting on September 16 to
formulate rough guidelines for priorities, which will be forwarded to the Strategic Planning
Committee. Many requests were submitted in the last month, and every request will get a
response within the next few days. Once priorities have been established, they will take priority
over any other requests.

The message is that there is no money. The Library
was fortunate, given the campus situation, to have received non-recurring dollars and collection
dollars. But there will be no new money. As we address our priorities, the money will have to
come from our budget. Because these issues cross over into several groups, there was a
meeting yesterday of the EC, AC, and the Budget Group to discuss some of the issues. Requests
and the status of requests will be posted.

Main Library Reconfiguration (Bart Clark)

Reconfiguration is focused on the new space for the Newspaper Library in 246 Library. The work
is projected to be finished in mid- to late October, at least by November 1. Furniture and
open stacks material will be delivered in mid-November. The transition will be after the end
of the semester so as not to disrupt students and faculty using the Newspaper Library.

There is tentative clearance on funds for the next stage of
reconfiguration, and clearance is expected in December. In January or February we will be looking
for an architect for the next phase, which will be to remodel the space that the Newspaper Library
currently occupies for the Cataloging unit. That will take about a year from start to
finish. Any spare money will be used to address other areas.

Oak Street (Bart Clark)

We are at the 95% review stage on the bid documents. The next step is a final review of those
documents, scheduled for September 23. Once that is done, the bids will go out. There is one month
slippage so far. The actual construction will take eight to ten months. So at this time
next year, we expect a finished facility. In the meantime work is going ahead with Faux
Oak.

Becky Smith asked whether the facility is ready so that
items can be moved. Bart answered that we need transportation for all the materials and need to
make a contract with vendors. Two key things are holding this up: hiring staff and obtaining
software. We don't want to license the software until we are ready to go, because as soon as
we license the software we start getting a monthly bill. We expect an individual from the software
company on December 1. By then, we will have hired staff and we will be able to start handling
materials.

Paula Kaufman added that the power poles have been moved
for Oak Street construction, but the wires have not yet been moved. The Associate Provost is trying
to get the lines moved.

7.Old Business

Discussion of motion to replace
Robert's Rules of Order with Alice Sturgis,
The Standard Code of Parliamentary Procedure

Paula Kaufman led the discussion of the motion to replace
Robert's Rules of Order with Alice Sturgis,
The Standard Code of Parliamentary Procedure.

Al Kagan showed a copy of the fourth edition of Sturgis, revised by the American Institute of
Parliamentarians, and read from the book's introduction, on endorsements of the book. Al
noted that ALA uses Sturgis, as the language is much easier to understand. When there are
items to vote on,
Robert's Rules of Order can be confusing. Al presented the motion.

Gene Rinkel, Chair of the Bylaws Committee and acting
Parliamentarian for this meeting, suggested that it would be appropriate to endorse Sturgis
as an updated, simplified format, which is easier to read. Gene stated that he wholeheartedly
endorsed it and was in favor of the motion.

Gene Rinkel read the motion to amend the Bylaws at Article
III, Section 3F by replacing Robert's Rules of Order with Alice Sturgis, Standard Code of
Parliamentary Procedure, to read:

"Article III Section 3 F. The latest edition of Alice Sturgis, Standard Code of
Parliamentary Procedure shall govern meetings of the Faculty when not in conflict with these Bylaws
or the Statutes."

Lynne Rudasill asked for a show of hands as to how many people understand
Robert's Rules of Order. (Approximately five hands were raised). Then she asked for
a show of hands as to how many people understood Alice Sturgis
, The Standard Code of Parliamentary Procedure (Approximately five hands were
raised).

Richard Griscom made a motion to call for the
question.

Gene Rinkel made a motion to substitute Richard Griscom's call for the question by a motion for
a vote by ballot to change the bylaws.

Beth Woodard seconded the motion. All were in favor of
accepting the motion. The motion carried.

The Nominations, Elections, & Voting Procedures Committee will submit this as a mail ballot
vote.

8.New business

There was no new business.

9.Announcements

Michael Norman announced that there would be a serials forum on September 25 to discuss Voyager
irregularities and hopefully provide insight.

Sue Searing, Head of Library and Information Sciences Library, announced that library unit
annual reports for 2001-02, due on October 15, must include additional information this year about
the future of the unit and needs for collections and services. Sue seeks input for the
section on "Five Year Plans and Goals," and will send out an e-mail asking for
input.

Beth Sandore announced that the final meeting of the Gateway Design Committee was held last
week. The committee is finished with the active phase of redesign, but work on the gateway is
not over, and they are still interested in feedback suggesting improvements and changes.
Suggestions may be sent to Webmaster, John Weible or Beth Sandore. Suggestions from users will
continued to be tracked, but the committee chapter is over.

Paula Kaufman added that last spring we had a discussion about what we can do differently in the
Library, and one suggestion was that there should be fewer committees, and now we have one less
committee.

Cindy Kelly offered a reminder that the Staff Service Recognition Awards event is scheduled for
October 3 from 2:00-4:00pm in Peabody Residence Dining Hall.

Priscilla Yu announced that the next annual meeting of the University faculty will be on
September 23 from 3:10-5:00pm.

Paula Kaufman announced that on October 2 the faculty reception for new Library and GSLIS
faculty will be held in GSLIS.

Becky Smith motioned to adjourn the meeting, and Sue Searing seconded the motion.